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Imaging: More than Document Archiving

Imaging: More than Document Archiving. Presenters: Andy Lipp Mike Easter Date : November 19, 2008. Imaging Background. Document Imaging Serves and is Working with: Administrative Departments CFO’s Office DRDA (Division of Research Development and Administration)

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Imaging: More than Document Archiving

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  1. Imaging: More than Document Archiving Presenters: Andy Lipp Mike Easter Date : November 19, 2008

  2. Imaging Background • Document Imaging Serves and is Working with: • Administrative Departments • CFO’s Office • DRDA (Division of Research Development and Administration) • The Development Office • SSD (Services for Students with Disabilities) • OFA (Office of Financial Aid) • OUA (Undergraduate Admissions)

  3. Imaging Background • Document Imaging Serves and is Working with: • Schools and Colleges • Rackham • Engineering (Mechanical, Material, General) • Ross Business School (HR and Admissions) • School of Public Health • LSA (Scholarships and Honors) • Residential College

  4. Imaging Background • Document Imaging Serves and is Working with: • Researchers • ISR • ANES (American National Election Study) • Voter Ballets • School of Public Health • National Criminal Justice Study • Southwest Oncology Group

  5. Imaging Background • Types of Documents in Our Repository: • Employee Docs. (Payroll, HR, Benefits) • Financial Docs. (Pcard information, Voucher information, Fund information) • Student Docs (Applications and Financial Information) • Research Documents • Donor Documents

  6. Imaging Background • Some Numbers: • Images In our system ~ 67,000,000 • Added Each Year ~ 6,000,000 • Equals paper stacked 9.4 miles high • Almost 4 Terabytes of Data

  7. Software Utilized • WebNow : Primarily used for viewing of Documents • ImageNow: Used to capture and manipulate Images • In House Development: Provide additional Functionality

  8. Practical Application LSA Scholarships use of Imaging

  9. Legacy Process • OUA processed application documents into the Imaging System • LSA Scholarship received list of students to evaluate for a scholarship. • Images were retrieved from the Imaging System and Printed. • Paper was distributed to two evaluators • Evaluators reviewed application information and made a “First” recommendation

  10. Legacy Process • Paper passed to second evaluator • Conflicting evaluations where collectively reviewed. • Decision on Scholarship made • Recipients matched to Specific scholarships. • Offer letters sent • Paper destroyed or stored

  11. Drawbacks • Printing • Paper Handling • Routing • Inefficient use of resources

  12. Solution: ImageNow Workflow

  13. ImageNow Workflow • A way to eliminate printing • More than one person can view the same documents • Automation • Virtual Routing • Process Control

  14. Scholarship Review Current Process. • Documents sent to workflow manually and automatically combined and assigned • First Review (Yes, No) • Second Review (Yes, No, Final Read-Third Review if needed) • Scholarship assigned or Offer letter Sent

  15. Here’s how it works.

  16. Here’s how it works.

  17. Here’s how it works.

  18. Here’s how it works.

  19. Here’s how it works.

  20. Here’s how it works.

  21. Here’s how it works.

  22. Here’s how it works.

  23. Demonstration WebNow

  24. Benefits Douglas Fletcher, LSA Scholarship Coordinator

  25. Benefits • No Paper • Automation • Better Security • Availability • Faster • Better Process Control

  26. Questions?

  27. Mike Easter Andy LIpp Measter@umich.edu pickfoll@umich.edu 734.7630509 734.433.0406 www.mais.umich.edu/docimaging Questions?

  28. Additional Current Functionality • ImageNow Printer • Import of Electronic Documents in their native format • Scripting

  29. Coming soon - April 2009 • Upgrade to ImageNow 6.2 • Better media handling • More integration points • Improved Collaboration • Better Security • Identification of Special Properties

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